A few tricks and techniques for managing your time effectively

Today let’s talk again about effective time management. How to find the optimal balance between wanting to do as much as possible and still enjoy life. There are only 24 hours in a day, no more, no less. This is our resource. A more reverent approach to the use of our time has invaluable benefits. There is the opportunity to do more, less stress, and better relationships with others. In general, all of the following tips in one way or another direct us to the truth about how to get everything done without completely exhausting ourselves. Let’s read it and try to take advantage of it in practice.

Put it in writing

It is impossible to remember absolutely everything. Something is bound to be forgotten or lost. It is advisable to write down what is important to you – priorities, ideas, tasks, projects, business meetings, lists, names of those with whom you need to communicate, and so on. Putting your thoughts down on paper or electronically helps free up your creative energy. You don’t have to think about the fact that you might have forgotten something. You can focus entirely on what’s important. 

Determine what time means to you

If you want to better organize your time, you need to figure out what it means to you. You have always been tied to time, even if you didn’t realize it. Finding out how you use your time can help you to keep a time diary where you write down all your activities for example during the week. Afterwards, analyze your diary and answer the question of how effectively you used your time and what you could change.

Determine your priorities

The most common way to prioritize is to choose one descriptor word that is important to you, expressing an area or space that is important to you. For example: responsibility, money, achievement, faith, adventure. family, partnership, order, freedom, passion, beauty, friendship, perseverance, generosity, growth, prestige, happiness, recognition, creativity, and so on. Dig into yourself, choose your priorities and act on them.

Create your vision

The definition of your vision is said to be the arithmetic average of the answers to the following questions: What is of strong interest to you? What activities do you think “you were born to do”? What can you do for a living? If more than 50% of what you do is outside of these three areas, you need to stop doing what is not useful. Don’t get bogged down in one thing forever. 

Use your own scheduling system

Some people trust electronic notebooks. Others prefer traditional paper diaries, small notebooks, notepads or cards. It doesn’t matter what you use, as long as you use it consistently and it helps you be more organized and get more done.

Set goals

Defining goals is not difficult. The reason most people don’t put them on paper and tell others about them is because then they would be responsible for accomplishing them. If you have vague goals, you don’t have to blush for not being able to achieve them. Goals can be real and unrealistic. They can be easy or difficult to achieve, simple or complex, immediate or long-term.

Plan backwards

Pick a single goal. If it is large, divide it into smaller components. Choose the first one. Make a list of interim goals to be achieved in order to arrive at the main goal by a certain date. Draw an arrow from left to right. Put today’s date on the far left and the deadline on the far right. Label each mini-goal with a specific date, moving backwards from the final deadline. Under each one, write what you need to do to accomplish them. Keep this plan handy and carry out what you have planned.

Know how to see the essentials

In 1906, the Italian economist and sociologist Vilfredo Pareto concluded that 80% of all wealth in Switzerland, where he lived, belonged to 20% of the population. In the late 1940s, the American management pioneer Joseph Jaren applied this economic principle to what he called “the essential few and the trivial multitude. 

Here are typical examples of the 80/20 rule:

  • People wear only 20% of the things in their closet 80% of the time;
  • 80% of the time people read only 20% of all newspapers;
  • 20% of employees use 80% of their sick leave;
  • 20% of customers create 80% of the profits;
  • 20% of efforts produce 80% of the results.
  • In almost everything you do in life, if you can identify those 20% efforts that produce 80% of the results, you can say you’re headed in the right direction. 

Everything has its place

Everything you possess must bring you joy. Determine what gives you energy, and what takes it away. If you keep things that remind you of bad or unhappy times, get rid of them. They may be of use to someone else. Stick to a specific time to restore order in your environment, sort things by degree of need, learn to part with unnecessary things. 

The Desktop must be clean

Your desk is a reflection of the state of your mind. If you are unfocused and disorganized nature, these qualities are manifested in the way you organize the space around you. Some time managers believe that any piece of paper on your desk means a decision not made. When you learn to work at a clean desk, your productivity will increase dramatically. You will have more space to concentrate, you will be less anxious and nervous, because you will not have objects in front of your eyes, constantly reminding of everything that needs to be done.

Overcome your slowness

Contrary to popular belief, slowness is not a negative character trait. Anyone can procrastinate at some point. However, chronic tardiness is an unpleasant and even dangerous habit. Slowness is a symptom that you are stressed in some area. If you want to get rid of tardiness, you need to determine what its causes. After that, you need to learn a new way of thinking and behaving to cope with it.

Learn to say no

Most of us, by choice or chance, are overcommitted. We tend to equate what we have to do with what is important. When there is too much to do, we make the typical decision of working longer and harder, sleeping less, and sacrificing personal and family time. But this strategy is fraught with future problems – health problems, damaged relationships, loss of sense of purpose. An option to solve the problem is to plan things more rationally, or to realize the need to say no.

Be punctual

Punctuality is a basic principle of effective time management. Punctual people have a better chance of good luck and success. Those who are constantly late have no such chances and leave behind an unpleasant feeling that persists for several days. People who can’t be accurate can’t be trusted. It is also believed that if you value other people’s time, they will value yours.

Reduce the overabundance of information

Most of us are overwhelmed by information. It comes to us from everywhere; the sources of information are countless. Hoarding information on the off chance that it might come in handy at some point means not knowing how to use your time, energy and money. As a result, you will have feelings of guilt and irritation whenever you think about something not being read, heard, or used. Try to understand that most of today’s news is sensationalist in nature. The news drains your energy and energy and spreads fear and negative emotions. Ask yourself if the news is worth the stress it generates in you.

Keep distractions to a minimum

Most of us see distractions as a serious waste of time because they prevent us from concentrating and take away from our work attitude. In order to determine what distractions you have during the week, write down all the things that prevented you from focusing on your main tasks. Then decide what you can do to avoid distractions.

Don’t take on all things at once

Many of us think that allocating our time wisely and working more productively means doing several things at once. We work on the computer and talk on the phone at the same time. We eat and work at our desks at the same time. We talk on our cell phones while driving or walking down the street. Doing several things at once means maneuvering between things. And we don’t pay enough attention to any of them. Studies have shown that multitasking reduces productivity. 

Take your chances

If you want to have more time and make better use of it
If you want more and better use of your time, you need to get out of the backwaters. Successful people never sit in safe places, keeping their heads down. It’s amazing how often most of us put our hands up. We easily succumb to unfounded fears instead of moving toward our goals. If you strive to achieve your goals, you can do anything. Yes, sometimes things will scare you, but in spite of that, you will move forward toward what you want to achieve. Do this many times, and eventually fear will no longer be an obstacle.

Delegate things more often and more

Many of us think that we are the only ones who can do a given job well. In some cases this is true. However, there are often other “good” ways to get the job done. Also, just because you can do a job better than someone else does not mean that you are managing your time wisely. If you have more important things to do and tasks that only you can do, delegate the rest. If someone else can do the job faster, better, and with less work, turn it over others.

Learn how to run meetings

Inefficient or unnecessary meetings are a big waste of time. Hold meetings only when necessary. Cancel those that are not needed. Hold meetings in unusual places – in the department where an issue arises, in a local, quiet restaurant, or in a casual or unusual setting. Invite only necessary employees to meetings. Five to six people is the optimal number to make decisions and get things done. Stay on top of the agenda.

Develop a communication strategy

The increasing number of communication channels these days is a double-edged sword. We have a plethora of communication options, which means we have a greater and by no means lesser responsibility for the quality of communication.
The most common types of communication channels are computer, telephone, fax, e-mail, and video.

Experiment

Experimentation is a very special way to learn how to better organize your time. Most of us take it for granted how we do things. We say, “This is how I am” or “This is how the world works.” We unconditionally accept the present state of affairs. Yes, when we experiment, we can’t be certain of the end result. But people who have succeeded, such as Thomas Edison, Albert Einstein, Marie Curie, and Abraham Lincoln, have been haunted by failure for years. Think about what would have happened if they had folded. Experiment. Eventually, if you do the main thing, you’ll get what you want.

Analyze and draw conclusions.

Organizing time is a dynamic process. Your systems can’t work effectively over the long haul if you don’t keep track of them and rebuild them when necessary. Most time management professionals recommend a weekly analysis. Many also advise using a daily analysis. Neither of these will take up much of your time. At least once a year you should reevaluate your values and attitudes.

Give and Take Advice

The most important element of organizing your time effectively is to communicate with others in order to coordinate so that everyone works cohesively and that the work gets done. This is the essence of what we call advice. Although the word “advice” may conjure up negative associations for some people, advice as such is not something negative and can be used successfully.

Evaluate what you have accomplished

One of the most difficult aspects of effective time management is subjecting yourself and others to the achievement of results. This requires having some measure of achievement. Your properly set goals and
are the main measure. If the goals are chosen correctly and you persistently go to them, then evaluating what you have achieved is easy. Either you’ve done what you set out to do by a certain date, or you haven’t. Your promises are another yardstick. Either you keep them or you don’t.

Combat stress and take care of well-being

Develop a flexible attitude toward time. Small efforts are often more fruitful than big ones. Be happy with what you’ve accomplished in that small amount of time, instead of berating yourself for not doing it. Take breaks from work. Find a balance between work and your personal life. Get seven to eight hours of sleep a day. Take care of yourself.